What does the quote-to-delivery process look like?

1. Request + Intake: You share the basics (boat, locations, timeframe, cruising speed/range, and any constraints).

2. Preliminary Plan: We propose a route concept, expected run profile (daylight-only vs watchstanding), and a working schedule window.

3. Estimate: You receive a written estimate that separates labor (Captain/Crew day rates) from pass-through expenses (fuel, dockage, provisions, travel, tolls/locks, customs, etc.).

4. Pre-Trip Readiness: We provide a readiness checklist and confirm the boat’s operational status, documents, safety gear, and spares.

5. Contract + Scheduling: Once the agreement is executed, we lock in crew and dates and confirm logistics.

6. Execution + Updates: We run the trip, send routine updates, and document issues and decisions.

7. Handoff + Closeout: You receive a clear handoff summary and final accounting of expenses.

How accurate is the estimate?
Estimates are built from the best available inputs, then adjusted for known variables: season, weather patterns, daylight windows, harbor availability, and any mechanical or service risk. For longer or weather-sensitive routes, the estimate is typically an expected range rather than a single fixed figure.

What does the contract cover?
A standard delivery agreement typically addresses:

• Scope of work (delivery, training, owner-assist, offshore passage, etc.)

• Rates and billing rules (day definition, travel days, standby/weather days, overtime if applicable)

• Expense handling (what is pass-through, how receipts are handled, approval thresholds)

• Decision authority for safety (weather delays, safe harbor decisions, crew rest requirements)

• Vessel readiness responsibilities (owner obligations vs captain/crew checks)

• Insurance and liability (owner’s policy requirements, operator approvals, limitations)

• Communications cadence (daily updates, escalation for issues)

• Termination/postponement terms (how cancellations or reschedules are handled)

Is a deposit required?
Often, yes—especially when crew travel is being booked or the schedule window is tight. Deposits are typically applied against final invoices and help cover initial logistics. The exact amount and timing are defined in the agreement.

How are expenses approved while underway?
Routine operating expenses (dockage, fuel, basic provisions) are handled as expected pass-through items. For non-routine items—repairs, higher-cost parts, unexpected service yard work—we communicate promptly with options and costs before proceeding, unless safety or damage prevention requires immediate action.

What if the boat isn’t ready on departure day?
If the boat is not in a deliverable condition (critical system issue, missing documents, required safety gear gaps), we shift into problem-solving mode: secure the vessel, coordinate service, and adjust the plan. Billing is handled per the standby/mechanical delay terms in the agreement.

What happens if weather causes delays?
Weather planning is built into the routing and schedule assumptions. If conditions require holding, we secure the vessel, maintain readiness, and resume when it is safe and sensible. Billing follows the contract’s standby/weather day terms so expectations are clear.

When and how is the final invoice handled?
At completion, you receive:

• A handoff summary (location, status, notes, recommended follow-ups)

• A final invoice separating labor from pass-through expenses

• Receipts or a reconciled expense log (depending on the agreed method)
  Payment timing and accepted methods are specified in the agreement.

Most deliveries are priced as Captain + Crew day rates plus direct trip expenses (fuel, dockage, provisions, travel, tolls/locks, etc.). A “day” is typically up to 12 hours of work, with the goal of running safely and efficiently without pushing fatigue.

What expenses are usually billed to the owner?
Common pass-through items include: fuel, dockage/moorage, provisions, crew travel (airline/ground transport), tolls/locks/permits, customs/clearance, and any consumables used underway (oil, filters, small parts). If a marina requires a deposit, that is typically paid by the owner.

Do you offer a fixed quote?
For straightforward routes and seasons, a fixed estimate is possible. For longer runs and weather-sensitive routes, pricing is usually estimate + actuals, because delays are driven by conditions and mechanical realities. Either way, the goal is predictable billing with no surprises.

Are weather days billed?
If the crew is aboard and committed to the job, weather delays are typically billed as a working day (monitoring forecasts, systems, planning, coordinating dockage, and maintaining readiness). If the trip is paused with the boat secured and no crew required onsite, that can be handled differently depending on the agreement.

How long will my trip take?
Trip length is driven by distance, safe cruising speed, daylight windows, fuel range, and stop availability. A “fast” run on paper is rarely the right plan; the aim is a schedule that accounts for realistic legs and weather margins.

Do you run overnight?
It depends on route, crew experience, and vessel suitability. Many deliveries run daylight-only to reduce risk in tight channels and unfamiliar harbors. Offshore passages may require 24-hour watch rotations. The plan is set before departure and adjusted as conditions dictate.

How far in advance should I book?
As early as practical. Seasonal bottlenecks are real (spring/fall migration windows, hurricane season, Great Lakes freeze-up). Early planning improves routing options, crew availability, and travel cost control.

What information do you need to confirm dates?
At minimum: vessel make/model, current location, destination, desired timeframe, cruising speed/range, and any known constraints (air draft, bridge clearances, lock dimensions, draft limitations, known mechanical issues).

What should be completed before the crew arrives?
Ideally: routine maintenance is current; engines/generators serviced, fluids topped, bilges dry, navigation lights working, batteries healthy, and all required documentation onboard. If the boat has been sitting, plan time for a thorough recommissioning.

What are the most common preventable trip delays?
Fuel contamination, overheating from clogged strainers, weak batteries/charging issues, worn impellers/belts, unreliable electronics, and neglected running gear. Many “small” issues become schedule problems once you’re committed to a long leg.

Do you provide a pre-trip checklist?
Yes. You’ll receive a practical list tailored to your boat and route (spares, tools, safety gear, documents, and system checks). If you already maintain a spares kit, we will review it and close any gaps.

Can you handle repairs underway?
We can handle minor troubleshooting and repairs consistent with good seamanship. For anything that requires a yard, specialized parts, or major labor, we’ll coordinate with the owner and local service providers to get the boat back underway correctly.

Who is on the crew?
Crew size is based on route and vessel requirements. Some deliveries are captain-only; others require additional crewfor watchstanding, docking, line handling, and fatigue management.

Is the crew insured?
Professional captains typically carry liability coverage, but the primary policy for the vessel is usually the owner’s insurance. Before departure, we confirm the boat’s coverage, any navigation limits, and whether the insurer requires named operators or specific credentials.

Will you operate under the owner’s insurance?
Typically yes, subject to policy terms. If the insurer requires approval or additional documentation, we handle the coordination so there are no last-minute conflicts.

What paperwork is required?
At minimum: a written agreement covering scope, rates, expense handling, communication expectations, and decision-making authority for safety. Certain routes may also require additional documents (customs paperwork, clearance forms, permits, lock/transit requirements).

How do you decide the route?
Routing is built around fuel range, safe harbors, bridge/lock restrictions, draft, forecast patterns, and the realities of services available along the way. The goal is a plan that remains workable when conditions change.

What happens if weather turns bad?
We wait it out in a safe location. Pushing into bad weather is usually what breaks schedules, breaks gear, and increases risk. A delayed arrival is preferable to damage, injury, or a preventable emergency.

Do you provide daily updates?
Yes. Expect daily position and progress notes, plus any issues found and actions taken. On longer passages, updates can be sent at consistent times so owners and managers know what to expect.

What safety equipment is required?
Requirements vary by region and offshore exposure. We’ll advise on essentials like life jackets/harnesses, EPIRB/PLB, flares, fire extinguishers, medical kit, AIS, liferaft (when appropriate), and spares for critical systems.

How will I know what happened on my boat?
We keep clear records: routing notes, fuel and engine-hour tracking, issues discovered, and actions taken. The focus is practical documentation an owner can use—especially if follow-up service is needed.

Do you use a daily log?
Yes. We track operating hours, fuel stops, maintenance items, and notable events. If the owner wants a more formal log format, that can be provided.

What does the final handoff include?
A structured handoff typically includes: where the boat is secured, what systems were used, what was serviced or adjusted, current fuel/water status, and a punch list of recommended follow-ups (if any).

Can you coordinate dockage and line handling at arrival?
Yes. We plan the arrival timing, marina communication, and docking approach in advance. If local hands are required (tight quarters, strong current, locks), we coordinate that ahead of time.